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Posted & filed under Case Studies, Dictation, Legal, Mobile Workflow, Workflow.

“The simplicity of an urgent file appearing, instantaneously, at the top of a secretary’s list for priority processing combined with the ability to work productivity off-site has certainly improved the levels of service that we can provide to clients.”

Mark McBride, Wallace Quinn

Benefits

  • Smartphone dictation allowed offsite productivity for fee-earners
  • Response time to clients quickened by highlighting urgent tasks
  • Secretarial processing time managed efficiently with job-list view interface

Customer Background

Glasgow-based Wallace Quinn is a traditional law firm with modern practices, incorporating both litigation and estate agency services and handling cases such as wills and executory, divorce, conveyancing and power of attorney. The firm has earned a strong reputation within Glasgow communities as a provider of quality service and prestige level of care to clients.

The Wallace Quinn office set-up encompassed the typical clerical practices of document production to accommodate the large quantity of typed correspondence generated on a daily basis. Having already migrated previously from traditional tape-based analogue methods to a digital dictation solution, Wallace Quinn was familiar with the improved electronic nature of document processing and the administrative assistance of automated and routed dictation jobs for transcription.

Problem

However, the requirement to work remotely with uncompromised efficiency meant that the firm had to reconsider its digital dictation system. They needed a method of remaining productive whilst working offsite; the ability to route dictated files back to the office for transcription was becoming crucial to remain astute to client’s needs and commercially profitable. Their previous solution needed an overhaul from both a software and interface perspective to add options of location flexibility to fee-earners. Solicitor Mark McBride identified the pressing locational difficulties and sought advice from Voice Technologies, the Paisley-based digital dictation and speech recognition developers, who recommended a new solution with remote-working modules from dictation innovator, Olympus.

Solution

Wallace Quinn appointed a full deployment of new dictation recorders and document processing software. The Olympus RecMic, an advanced line of desktop audio recording devices with direct USB PC connection and optimised microphone for recording clarity, allowed fee-earners to record memos and reports directly into their PC whilst instantaneously assigning profiling details (such as priority and encryption levels) and maintaining a maximum level of audio quality. For solicitors wishing to work from home, whilst travelling or at a client’s site, Voice Technologies recommended the Olympus iPhone app – a fully automated voice to processed-document application that encompassed all elements of digital recording and the innovative ergonomics of a Smartphone – but with the added advantage of being location-agnostic. This technological breakthrough needed only a telephone connection to create, edit and process dictations for transcription without the need to dock the device to a PC – enabling a completely remote workflow solution and maximizing the firm’s billable time.

To fulfil administrative requirements, Mark also appointed an installation of new secretarial software to smoothen the transcription process; the Olympus AS-7000 provided a familiar Windows-like interface for notified receipt and easy handling of new, pending and archived jobs with shared work folders. Also, each dictated file hosted a clear profile with options to highlight and flag precedent tasks – a feature that was important to Mark in order that urgent jobs were automatically routed to the top of the secretary’s list for quick processing.

Results

With remote-working and quick turnaround of urgent files a priority for Mark and the Wallace Quinn team, he was delighted to see instant results from the Olympus solution. Voice Technologies provided an expert installation, training and the technical connectivity between the Wallace Quinn’s 2-sites in order that the author-to secretary routing process could be implemented between locations.